Where Policy Meets Process

General Payroll Session

Presented by:

Kate Ingram, Colleen Kerl, Rhonda Langetieg, Melanie Kleinheinz

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Agenda• Exception Processing

(overpayments/underpayments) • Earnings Code Usage (retro pay vs. prior pay)• Retro Pay• Additional Pay

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Exception Payroll Processing

(overpayments/underpayments)

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Overpayments

Three methods to correct overpayments:• Negative Payline Request (preferred

method)• ACH Reversal (limited use)• Check Correction

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Negative Payline Request

Used For:• Overpayment of gross wages

Request When:• Employee is active and will have future on-cycle paychecks• Request can be applied to more than one payroll (“payment

plan”)• Must provide: Empl ID, Empl Record, Amount, Pay Period

Dates (period in which the error occurred), and Earnings Code

• Break out multiple errors per pay period dates

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ACH ReversalUsed For (limited use):• Excessive overpayments that cannot be reasonably repaid via

a payline

Request When:• Active employee will not be able to pay back overpayment via

negative payline in one or two payrolls• Overpayment was made on employee’s last paycheck and

error is caught at least 3 days before pay date to guarantee return of funds

• Bank Fraud/Lost Debit Card/Lost Checks• Send in ACH reversal request to your AG Representative so a

ticket can be logged and SC Payroll staff can begin the reversal process

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Check CorrectionUsed For:• Overpayment of Gross Wages• Overpayment of Net Wages due to deductions not taken out• Over-used leave upon termination

Submit When:• Employee has an inactive status and will not have future

earnings (negative payline request is not an option)• Does not meet the ACH reversal criteria• Active employee excessive overpayment after the 3 day

ACH Reversal window

– See KB #27632 for more information

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Check Correction FormFuture Enhancements

• Form will be web-based similar to the Missed Payroll Request form

• Users will be able to select the check that needs correcting and all the check information will automatically pull into the form (for the “was” section)

• Process for the “should be” section will be the same (requestor will input the information)

• Calculation of taxes still done at the Service Center and sent back to requestor to obtain personal check from EE

• Will no longer be able to submit checks/check corrections that have not been calculated by the Service Center

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UnderpaymentsWays to Correct Underpayments:On Cycle:

• Let the missed pay process through regular channels in HRS (enter/approve time for hourly employees)

• Payline Request

Off-Cycle:• Missed Payroll Request

Best Practice:• Use Missed Payroll Request as last option – always

ask employee if willing to wait for payment on regular check cycle

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Payline RequestRequest a payline for:

Active Employees:• Missed pay that doesn’t meet the MPR requirements

or can wait until next on-cycle payroll (reg hours for hourly EEs should just be entered on the timesheet)

• Incorrectly calculated retro pay or retro pay that failed to load to EE’s paycheck

Inactive Employees:• Leave payouts after termination• Time entered into HRS after termination• Additional pay/lump sum missed prior to termination

Where Policy Meets Process

Payline Request• When requesting a payline, please include the following information:

• Empl ID• Empl Record• Earnings Code• Amount• Date Range (period in which error occurred)

• If have several requests, please consolidate on one spreadsheet in the following format:

• See KB #19084 for more details

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Missed Payroll RequestCurrent Eligibility Criteria for MPR:• Student Help – minimum of 5 hours • Classified & Unclassified Hourly Staff – minimum of 8 hours• Unclassified – minimum of 10% of regular gross pay

Individual Items not accepted for MPRs:• Overloads, Overtime or Add-ons• Additional pay not part of regular gross • Term leave payouts

Please review:• Correct earnings code• Correct empl record• Correct amount• If requesting an MPR for an hourly EE, please do not enter/approve time for the missed

pay

See KB #22181 for more details

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Missed Payroll Request –Proposed Changes

New eligibility criteria:• Cannot be older than 2 pay periods for unclassified EEs• Cannot be older than 4 pay periods for biweekly EEs

New Approver Verbiage:“By approving this form, I certify I am authorized to approve these requests on behalf of the campus/division, I have personally reviewed the form for accuracy and I understand the missed payroll submission guidelines.”

• Incorrectly filled out MPR forms will be rejected

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Earnings Code Usage: Retro Pay vs. Prior Pay

Retro Pay:• When an employee has

a retroactive rate or FTE change and now is owed/owes back pay

• Monetary only, no hours involved

• Use retro pay earnings codes: URP, HRP, SRP

Prior Pay:• When an employee has

missed pay for actual hours worked

• EE needs to be credited for both pay and hours

• Use regular pay earnings codes: URG, HRG, SRG

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Retro PayValidating & Overriding

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Retro PayWhat Changes Create Retro Pay?

What Changes DO NOT Create Retro Pay?• Changes to the employee’s POSITION that automatically flow to

the Job Data page WILL NOT trigger retro payments even if they should (for example, FTE increase/decrease).

• If a change to an employee’s position does not flow to Job Data automatically and the Job Data row must be added manually, this will trigger retro pay if applicable.

KB #17294 has been recently updated

COMPRATE EMPL_STATUS SHIFT COMP_FREQUENCY

STD_HRS SHIFT_RT EFFDT SHIFT_FACTOR

EFFSEQ FSLA_STATUS

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Validating Retro Pay

• “Calculated” status means it has not loaded to a paycheck and you can still make changes

• “Loaded PS” status means the retro pay has loaded to EE’s check

• Retro Pay load to payroll is Tuesday night of calc week

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Overriding Retro Pay

• Overriding amounts only works if retro is in “calculated” status

• Enter the “New Earns Amount” in the override field (what the EE should have been paid) – DO NOT enter the amount you want to pay the employee

• The number in the “Retro Pay Amount” field is what will load to the EE’s check

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What do you do to validate retro pay?

• Payroll edit report – Cypress• Payroll edit report query (Excel) –

UW_PY_EDIT_BY_JOB_DEPT• Other PS Queries?

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Additional Pay PageBest Practices/Tips & Tricks

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Additional Pay PageBest Practices

1. Choose the correct earnings code:1. Do not use regular pay or retro pay codes

2. Do not use taxable fringe (“X”) codes to pay wages

3. See earnings code handout for descriptions

2. Enter the additional pay prior to paysheet creation to guarantee it will load to the paycheck

3. Use the pay period begin date for the effective date

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Additional Pay PageBest Practices

• Terminating Additional Pay Records:• Add a new effective dated row• Enter Effective Date equal to the pay period end date of previous pay period• Enter End Date equal to Effective Date• Uncheck OK to Pay

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Additional Pay PageTips & Tricks

Applies to Pay Period boxes: Biweekly EEs:• First = ‘A’ pay period• Second = ‘B’ pay

period• Third = ‘C’ pay period• Defaults with all

boxes checked• Uncheck boxes for

which pay period(s) the lump sum should not pay

Unclassified EEs:• First = only option

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Additional Pay PageTips & Tricks

• Adding new effective dated rows copies data beneath (watch if have multiple sequences)

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Additional Pay PageTips & Tricks

• Change Add’l Seq #1 to desired amount

• Remove Add’l Seq #2 so it doesn’t pay again

• NOTE: If there are other ACTIVE rows (OK to Pay checked or not met goal amt.) with a different sequence # beneath the current effective dated row, they will continue to pay